How to Optimize Asynchronous Communication
Tips for better collaboration with a distributed team
November 15, 2022
Clear communication is essential for success, no matter your industry or the size of your company. When your team is working from different locations, time zones, or even separate countries, it can be a challenge to keep projects on track. The rise of hybrid and remote work means it’s more important than ever to have a plan in place for maintaining consistent communication.
Here are five tips any company can apply to improve asynchronous communication and collaborate more effectively.
Set a Schedule
While most projects will have well-defined start and end dates, meeting that ultimate deadline depends on the timely completion of stages along the way. Use checklists to lay out steps or milestones so that everyone collaborating on the task knows what needs to be accomplished. Mark dates and times on each item so that it’s clear when feedback or deliverables are expected, and assign specific employees to action items as needed. This allows people to work on their own schedule while still adhering to the project’s timeline.
Delegate Tasks
Whether your project is strictly linear or has multiple elements that can be worked on simultaneously, it’s crucial for leaders to communicate who is responsible for what. Use tags in channel messages or task card comments to specifically mention individuals, teams, or groups. Make sure each person involved with the project has a manager or team lead designated as a contact person for questions, issues, or adjustments. This helps streamline the approvals process so that projects stay on track.
Check In Regularly
If you’re working with a distributed team, it’s important to have regular check-ins to make sure a project is progressing smoothly. Establish when and how these check-ins should occur, such as a daily workload message post, a weekly sync meeting, or a monthly review for OKRs. When these check-ins happen on a regular schedule, it’s much easier for team members to get into a rhythm and stay aligned. Maintaining this open line of communication also facilitates the transparency needed to tackle a complex task.
Provide Context
When people are reading a message at different times, it’s necessary to provide as much context as possible so that your instructions are clear. This helps avoid costly delays that might arise if people need to ask for supporting documents or better directions before they’re able to proceed. Attach relevant files to task cards, and use all available spaces to provide context. This includes a task card description, linking related tasks, using project tags, adding associated channel messages, and any other elements that reinforce your instructions.
Automate Processes
For teams that work asynchronously most or all of the time, automation can help maintain consistency. Create templates for recurring tasks to standardize the setup process and allow for anyone on the team to initiate it independently. Pair projects with channels so that status updates are automatically broadcast to participants to review during their working hours. Set automatic reminders for OKR check-ins that keep each person on the same schedule for tracking progress. It’s also important to be flexible with these processes and regularly review them to make sure they’re optimized for team success.
If you’re interested in learning more about how digital tools can support your organization’s communication and project management needs, Swit hosts a weekly information session where we demonstrate key features and answer questions. You can also contact our team to schedule a customized demo catered to your company’s unique workflow.
Natalie Litofsky, Managing Editor
